Administrative Assistant (Patient Scheduler)

Boston IVF; Massachusetts; On-site; USD 32,000 - 36,000; Full time

Job summary

Everleap Fertility, formerly part of Boston IVF, is seeking a Patient Services Scheduler in Concord, MA. You will coordinate patient appointments, manage provider calendars, and communicate scheduling details to patients with empathy and accuracy.

The role requires strong organizational skills, healthcare experience, and proficiency with EMR systems to support seamless patient journeys and exceptional service.

Qualifications

• High School Diploma or equivalent (GED) - required.
• 2+ years’ practical experience in a similar position.
• 3+ years’ practical experience in customer service.
• Experience in medical/healthcare industry preferred.
• Experience with medical office software (EMR) preferred.

Responsibilities

• Manages schedule of assigned provider(s); assesses scheduling conflicts and proposes solutions.
• Schedules and confirms patient appointments and enters notes for scheduling in the EMR.
• Uses clinical knowledge to ensure appointments align with provider diagnoses/indications.
• Obtains informed consent documentation as needed.
• Provides patient information on test prep, arrival times, and directions; answers questions.
• Coordinates with care team to ensure total patient care.
• Reassures patients by addressing anxieties and questions.
• Ensures accurate documentation in medical records and follows up on missing items.
• Performs other related duties to support department and organizational goals.

Skills

High School Diploma or equivalent

2+ years experience in a similar role

3+ years experience in customer care/–

Healthcare industry experience

EMR software experience

Education

High School Diploma or equivalent

Tools

EMR software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Patient Services Full Time Regular Concord, MA, US

Salary Range: $23.00 To $26.00 Hourly

Location: Concord, MA

Schedule: Monday - Friday 9:00am-5:00pm

Job Purpose:

At Everleap Fertility, every patient interaction matters. As a Patient Services Scheduler, you will play a vital role in guiding patients through their fertility journey by ensuring seamless coordination of appointments, procedures, and physician schedules. As a trusted point of contact, you will help create a welcoming and supportive experience for patients while partnering closely with providers and care teams to maximize access to care and ensure exceptional service.

This role is ideal for a detail-oriented professional who thrives in a fast-paced healthcare environment, enjoys solving scheduling challenges, and finds fulfillment in helping patients navigate important life-changing moments. Your ability to balance patient needs, provider availability, and operational priorities will directly contribute to outstanding patient experiences and clinical excellence.

Why Join Us?

• Make a meaningful difference in patients' lives during one of their most important healthcare journeys.
• Collaborate with compassionate physicians, nurses, and fertility specialists in a team-oriented environment.
• Build lasting relationships with patients while serving as a trusted resource and advocate.
• Enjoy a dynamic role where no two days are the same and your organizational talents make a measurable impact.
• Be part of a growing, mission-driven organization dedicated to helping individuals and families achieve their dreams of parenthood.

Key Responsibilities

• Manages schedule of assigned provider(s); Assesses scheduling conflicts and problems with recommendations for solutions.
• Schedules and confirms patient appointments and enters notes/special instructions needed for scheduling in the electronic medical record.
• Utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Completes accurate documentation of informed consent with patients for appointments as needed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Works closely with patients’ care team to coordinate total patient care.
• Comforts patients by anticipating their anxieties and answering their questions.
• Ensures accurate documentation in patient’s medical record by obtaining all required forms and records; Inputs information into patient charts and following up regarding any missing items.
• Performs other related duties and responsibilities as assigned to support departmental and organizational objectives.

Skills & Qualifications

• High School Diploma or equivalent (GED) - required
• 2+ years’ practical experience working in a similar position
• 3+ years’ practical experience working in a customer service setting
• Experience working in medical/healthcare industry preferred
• Experience with medical office software program(s) (EMR’s) preferred.

Everleap Fertility offers a comprehensive benefits package to employees working a minimum of 30 hours per week, including:

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

Built on the legacy of RMA, Boston IVF, Conceptions, and six other leading North American fertility practices, Everleap Fertility brings together more than 200 physicians and embryologists across 60+ locations, including 25 IVF laboratories.

Together, we have helped hundreds of thousands of patients build families while helping shape the future of reproductive medicine for more than four decades.

Our national scale and shared expertise are focused on delivering the next leap forward in fertility care through advancing clinical standards, personalized treatment, scientific innovation, and exceptional patient experiences.

Everleap Fertility is proud to be part of IVI Institute, the global leader in reproductive medicine, connecting our teams to a worldwide network of scientific knowledge, research, and clinical excellence.

EEO Statement

Everleap Fertility is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind. Everleap Fertility is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Everleap Fertility are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. Everleap Fertility will not tolerate discrimination or harassment based on any of these characteristics. Everleap Fertility encourages applicants of all ages.